Bonus Module

Determine Accounts You Need

File Sharing

• • Dropbox – http://yourvirtualservices.com/dropbox  (affiliate link) or https://www.dropbox.com/  (non-affiliate link)
  • Google drive – need to create a gmail address – https://mail.google.com/

Communication / Chat

• • Skype – https://www.skype.com
  • Google Hangouts – need to create a gmail address – https://mail.google.com/

Payment System

• • Paypal – https://www.paypal.com/

Project Management Software

• • Teamwork – http://yourvirtualservices.com/teamwork  (affiliate link) or https://www.teamwork.com/  (non-affiliate link)
  • Trello – https://trello.com/
  • Asana – https://app.asana.com/

Password Manager

• • LastPass – http://yourvirtualservices.com/lastpass  (affiliate link) or https://lastpass.com/  (non-affiliate link)

Once you have all your accounts created, create an entry in LastPass for each one. You’ll have to login to each account to capture the login info. You’ll need one of the following to do this – Chrome Extension or Firefox Add-on.

Writing a Good Task Description

Now that you’ve documented the task/project for your virtual assistant, you can write the job description.
Writing a great task description will help attract the perfect prospects. It’ll also help you screen out people who aren’t right for the job to begin with, so you don’t have to waste time going through dozens of the wrong submissions. A great task description should resonate and strike a chord with the right people.

Describe Your Company

Begin your task description by telling people what your company is about.
You can start by giving the logistical basics. What industry is your company in? How big is your company? What kind of products does your company produce?
In addition to these technical basics, however, it’s also important to give people something more. You should also describe the culture and the “vibe” of the company.
Some people love working in a fast-paced, deadlines looming environment. Others love a charged team environment. Still others prefer a more laid-back environment.
Cultural fit is crucial when hiring someone. Be very clear about what your company’s culture is like, so you can screen out the wrong people right from the start.

Describe the Person You’re Looking For

Before you describe the skills and experience you’re looking for, describe the kind of person you want to work with.
For example, you might be looking for someone fun, energetic and a fast thinker for your sales team. Or you might be looking for someone methodical and trustworthy for your finance department.
Again, describing personality first allows you to lure in the right cultural fit. There are a lot of people who might fit your skills description. Only a handful will really fit in at your company’s culture.

Describe All the Details

Finally, describe all the details about who you’re looking for and the position. Remember to talk about:

• • What previous experience is necessary
  • What level of experience is necessary
  • What programs they need to know
  • How much the position pays
  • What skills they need to have and what would be a bonus skill
  • What challenges they might face
  • Ask for their portfolio or samples, if applicable

Note: Many business owners choose not to disclose salaries in their ads. If that’s the case, make sure to change the job title so people know what pay range to expect. For example, instead of just “C++ Programmer,” use “Entry Level C++ Programmer” to set low pay expectations or “Senior C++ Development Manager” to set high pay expectations.

Who Should NOT Apply

Finally, write a short paragraph about who shouldn’t apply. Whenever you post a job on Monster, Craigslist or any other job site, you’ll generally get between dozens and hundreds of responses. Writing a “Who Should NOT Apply” section can really help speed up the process by cutting out the wrong people.
That’s how you can write a fantastic task description that attracts all the right prospects, while saving you time by discouraging the wrong ones.

Explain Your Selection Process

It is a good idea to let your prospects know your selection process so they know what to expect and will not keep communicating with you if they do not hear from you.

Here’s a sample you can refer to.My company is The Coaching Business where I provide consulting and coaching services for women entrepreneurs.
I am in need of a virtual executive assistant that is a fun, energetic, detail oriented and a fast thinker for my business.

Responsibilities:

• • Act as the point of contact between myself and my clients
  • Receive calls and take messages
  • Manage my email inbox and prioritize them in folders
  • Produce monthly reports

Qualifications:

• • Excellent knowledge of Microsoft Office Suite
  • Ability to multi-task and prioritize daily workload
  • High level verbal and written communication skills
  • Exemplary planning and time management skills
  • Basic knowledge of sharing files in Dropbox or Google Drive

Note: Many business owners choose not to disclose salaries in their ads. If that’s the case, make sure to change the job title so people know what pay range to expect. For example, instead of just “C++ Programmer,” use “Entry Level C++ Programmer” to set low pay expectations or “Senior C++ Development Manager” to set high pay expectations.

You Should NOT Apply if:

• • You don’t work well in a fast-moving environment
  • You don’t want to communicate via SMS text or phone calls
  • You need lots of direction and don’t look for ways to improve current processes

The selection process may take as long as a 3-step process:

1. 1. Email answers to my questions.
   2. Top 5 prospects will be given a test project via email to be completed within 24 hours.
   3. Top 3 prospects will be given a Skype interview.

If you are interested in this position, please email me with the exact Subject Line: Executive Assistant (I’m the ONE) to xxxx@myemail.com, (no phone calls please) and answer the following questions:

1. 1. Why are you a good fit for this position?
   2. What do you like to do outside of work (hobbies/interests)?
   3. 3 business references with name, email, and phone number. I will be contacting them the week of xx/xx/2017. Please make sure they will be available for a call with me.

I will reply back that I received your submission. Since I will receive many submissions, I will only contact the ones that will move on to the next step of the selection process.

Sample Interview Questions

General

1. 1. What is your best communication style – skype, call, text?
   2. What are your normal work hours?
   3. How long have you been in business?
   4. Do you have a contract and how do you accept payment?
   5. Do you have a non-compete and confidentiality clause in your contract?
   6. What other skills do you have besides what you’ve already told me?
   7. Will you be doing the work or do you also subcontract the work out to someone else?
   8. How soon would you be able to start working?
   9. Recall a time you worked on a challenging project with multiple people. What was the project? What was the outcome?
   10. What would you do if you disagreed with me on how to execute a project? How do you resolve it?
   11. If there is something you don’t know how to do, what is your process for figuring that out?
   12. How much do you know about the company? (Did the prospect do research on your company ahead of time?)

Administrative Assistant

1. 1. What process do you use to organize all my emails?
   2. How do you handle tasks that may be too technical for you?

Social Media

1. 1. Recall a time you had a challenging social media campaign for a business. What was the project? What was the outcome?
   2. How are you able to prove your return on investment (ROI) on the social media activities you provide?

WordPress Developer

1. 1. What wordpress themes and plugins have you used?
   2. How do you handle website backups?
   3. Are you able to create child themes from scratch?
   4. Are you able to splice psd files to create website pages?

Compare Prospects

When reviewing your top 5 prospects, rate them 1 to 5 (5 being the best) based on the different categories.

You can download the template HERE.

Confirmation Email

Subject Line: Thank you for your interest – Virtual Assistant Position

Dear [Prospect’s Name],

[Company Name] has received your application for the virtual assistant position.

Our selection process is composed of 3 steps:

1. 1. Your answers to my questions emailed to me.
   2. I will email the top 5 candidates for a test project due within 24 hours.
   3. Interview the top 3 candidates one-on-one via Skype. Your references will also be contacted next week so please let them know that I will contact them.

Unfortunately, I can’t reply to all the candidates at each step so if you do not receive an email from me for Steps 2 and 3, I want to thank you for applying.

Please let me know if you have any questions or if you need additional information.

Sincerely,
Name
Company

Test Project Email

Subject Line: Virtual Assistant Position – Test Project

Dear [Prospect’s Name],

You have made it to step two of the selection process.

Here’s your test project that is due within 24 hours or sooner.

1. 1. Find a non-copyrighted image that I could put on my social media account and send me the link.
   2. Find an expert in the field of social media that has a blog. Select one blog post that you think I would want to promote.
   3. What other content could you research and provide to me in this field?

Unfortunately, I can’t reply to all the candidates at each step so if you do not receive an email from me for Step 3, I want to thank you for applying.

Please let me know if you have any questions as soon as possible or if you need additional information.

Sincerely,
Name
Company

Interview Email

Subject Line: Virtual Assistant Position – Interview

Dear [Prospect’s Name],

You have made it to Step Three of the selection process.

Please select the day/time that you are available for an interview via Skype.

1. 1. Interview date #1
   2. Interview date #2
   3. Interview date #3

I will reply back with the final interview date. Please send me a Skype invite to my Skype username – [skypeid] before this date.

Please let me know if you have any questions as soon as possible or if you need additional information.

Sincerely,
Name
Company

Congratulations Email

Subject Line: Congratulations – Virtual Assistant Position

Dear [Prospect’s Name],

[Company Name] is pleased to offer you the virtual assistant position of [task]. Your skills and experience will be an ideal fit for my company.

As we discussed, your starting date will be [date].

If you choose to accept this position, please [send me your contract and I will sign it and return it to you OR I will sign the following contract and return to me at your earliest convenience.]

I look forward to working with you.

Please let me know if you have any questions or if you need additional information.

Sincerely,
Name
Company

Rejection Email

Subject Line: Virtual Assistant Position – Thank you!

Dear [Prospect’s Name],

Thank you very much for your interest in the virtual assistant position with [Company Name]. We appreciate that you took the time to consider my company.

It was a pleasure to learn more about your skills and accomplishment. Unfortunately, I have selected another candidate for the position.

I will keep your contact information on file for future positions that may open up.

Thank you again for your interest and wish you the best in your job search.

Sincerely,
Name
Company

[Your Company Name]
[Street Address]
[City, State, Zip]
[Phone]

Project Service Agreement

This Agreement (“Agreement”) commences on October 6, 2015 between [your company] (“Client”) and [virtual assistant’s name] (“Contractor”).

1. Scope of Services: The Contractor agrees to provide the following service(s) to the Client:

• • Task #1
  • Task #2
  • Task #3

Service will commence on [starting date] and be completed no later than [ending date] for the amount of $xxx. [Service will commence on [starting date] for the monthly amount of $xxx on the 1st day of each month.]

The Client agrees to supply the Contractor with all necessary data and information within 24-48 hours of the Contractor’s written request via email to complete the project.

Although every effort will be made by both Contractor and Client to meet this deadline, this is an estimated date of completion, contingent on the Client supplying all pertinent information in a timely manner as promised. Furthermore, if unforeseen complications such as illness, emergency, system failure, power outages, acts of God, or failure of third parties not bound by this contract but involved in this project occur, the party unable to meet the agreed deadline (Contractor or Client) will notify the other immediately and in a timely manner, and both will work together to adjust revision or completion dates as necessary or terminate the Project Service Agreement.

Initials ________

2. Deliverables: Completed project will be delivered via email/cloud-based storage based on the pre-determined timeline. Confirmation of receipt and acceptance of the project via email will be made within 24-48 hours by the Client or this Project Service Agreement becomes null and void.

Initials ________

3. Changes and revisions: If any request for revision is not made by the Client within 24-48 hours of delivery, the project shall be deemed complete and satisfactory, and all further work on the project shall generate extra charges and/or extended deadline dates at the discretion of the Contractor.

4. Payment: The Client agrees to pay the Contractor the total amount after work has been completed and verified by the Client.

Payment shall be made via paypal [monthly] to the specified paypal email address ___________________.

Initials ________

3. Work Ownership: Any material resulting from work that the Contractor has performed shall remain the property of the Client as “made-for-hire”. The Contractor may use certain material for reference or for their portfolio but not without first obtaining the Client’s consent in writing via email.

4. Confidentiality and Non-Disclosure: During the term of this Agreement, and thereafter for a period of 2 years, the Contractor will not at any time or in any manner, whether directly or indirectly, use the information for personal benefit: Neither will the Contractor divulge, disclose, or communicate any information obtained from the Client unless required to do so by law: Neither may the Contractor disclose or communicate any confidential or proprietary information pertaining to the Client, including but not limited to trade secrets, customer lists, contacts, financial data, sales data, supply sources, business opportunities for new or developing business, plans and models, or trade secrets unless required to do so by law.

The Contractor may use specific Project information as part of her portfolio, but only if she seeks the Client’s permission in advance, and the Client agrees to each specific request in writing.

Initials ________

5. Termination of Agreement: Either party may terminate the Agreement upon 30 days written notice to the other. If termination comes after work has been started, the Client will be held responsible for time spent on the cancelled project and Contractor will be required to submit partially completed work to Client. Payment will be due immediately.

Initials ________

6. Entire Agreement: This Agreement contains the entire agreement of both the parties pertaining to the Services set out in clause 1. Scope of Services, and there are no other promises of conditions in any other agreement, whether oral or written.

Both parties acknowledge having read and understood this agreement, and both agree to abide by the terms and conditions contained within this document.

Client:
Company: [Your Company Name]
Address: ______________________________________________

Date: _______________________

Signature: ______________________________________________

Contractor:
Company: [Virtual assistant’s name]
Address: [Virtual Assistant’s mailing address]

Date: _______________________

Signature: ______________________________________________

You can download the template HERE.

You can download the template HERE.

Places to Find Virtual Assistants

NOTE: You may have to create an account for each place so make sure you save your account info in LastPass.

Determine which websites, groups or friends you want to submit your job description (same as Request for Proposal).

1. 1. 1. International Virtual Assistants Association – http://ivaa.org/submit-rfp/
      2. Virtual Assistant Networking – https://www.vanetworking.com/clients/
      3. Global Alliance of Virtual Assistants – http://globalava.org/request-for-proposal-form/
      4. Virtual Assistantville – http://www.virtualassistantville.com/hire-a-virtual-assistant
      5. Upwork – https://www.upwork.com/signup/
      6. Hire My Mom – https://www.hiremymom.com/employers
      7. Canadian Association of Virtual Assistants – http://canadianava.org/request-for-proposal-form/
      8. Your Facebook / LinkedIn Groups
         1. –
         2. –
         3. –
      9. Colleagues
         1. –
         2. –
         3. –
      10. Friends
          1. –
          2. –
          3. –

Onboarding Your Virtual Assistant

1. 1. Send contract to your virtual assistant (VA). File the contract in your VA’s folder.
   2. Request the following from the VA:
      1. Email address for Paypal
      2. Email address for Dropbox
      3. Gmail address for Google Drive
      4. Email address for LastPass
   3. Once you have the VA’s email address for LastPass, start sharing the logins needed to complete the tasks.
      1. Your email address for managing your emails
      2. Your email address to manage your calendar
      3. Website login
      4. Social media logins – Hootsuite
      5. Note any items that you can’t share in LastPass that you will need to revoke access to if VA leaves.
   4. Dropbox and Google Drive
      1. Share the folders with your VA
   5. If you are using a project management software, add your VA to the task you’ve already prepared.
   6. Meet with your VA for the first week
      1. First Day
         1. Expectations – work hours, payment, discuss communication style and frequency
      2. Check daily for the first week to make sure there are no questions or misunderstandings
      3. Verify work is being done according to procedures
   7. Meet with your VA the second week to verify everything is going well and there are no questions or issues.

Terminating Your Virtual Assistant

1. 1. If you and your VA ended amicably, have a meeting to go over tasks that need to be transitioned over to either you or another VA.
      1. Create a checklist of all items that need to be completed before the VA leaves.
      2. Make sure any files/assets created by the VA are owned by you. Check ownership of the files.
      3. Schedule a time to check that all items have been completed.
   2. If you and your VA didn’t end amicably, immediately un-share the following logins via LastPass:
      1. Your email address for managing your emails
      2. Your email address to manage your calendar
      3. Website login
      4. Social media logins – Hootsuite
      5. If there are any items that you weren’t shared in LastPass, change the passwords.
   3. Dropbox and Google Drive
      1. Remove share access to these accounts.